【導(dǎo)讀】I.PurchaseOrders[CreationProcess]………3. .....11. 33. IV.PurchaseOrders[FinalCloseProcess]……47. V.Navigation/On-lineInquiries………………..52. ..56. .63. .69. addedtothe?field.externalsupplier.University.

　　

【正文】 e transparent (an ?in and out? transaction). The entries to zero in the overnight processing and no journals are created for the Requisition encumbrance. If the Requisition and Purchase Order are not approved on the same day the system will create a Requisition Encumbrance entry that will be posted to the ledger. Once the Purchase Order is approved the required Requisition Encumbrance relief entry will be automatically created in the overnight processing and posted to the general ledger. 59 MANAGE ENCUMBRANCES “There was an encumbrance on my report, but the dollar amount does not appear on my Encumbrances report. Why?” Use one of the following tools described to determine if the transaction is an invoice encumbrance. Invoice encumbrances should be created and relieved in the same batch, occasionally they don?t. BEN FinancialsGL Inquiry Responsibility ? Rev/ Expense Inquiry ? Shows transactions [including Pending status] for Encumbrance, PO Adjustment Encumbrance, and Salary/ EB [which is summarizedno personal information available] ? Shows the Encumbrance details of the transaction [. PO/Inv / Supplier 60 MANAGE ENCUMBRANCES [continued] ? GL Inquiry Responsibility Inquiry on Account – Inquiry on Account gives you the ability to DRILL down to view invoice detail 61 MANAGE ENCUMBRANCES [continued] “What if an encumbrance still exists after the PO has been final closed?” [This is a question that?s been asked. This should not be happening, we implemented a process to prevent this] ? The automated encumbrance relief process which was implemented 2 years ago will relieve these. This process kicks in during nightly batch processing the night after a PO has been final closed. 62 MANAGE ENCUMBRANCES [continued] ? If your 163/164 report lists purchase orders from a year or so ago AND the purchase orders have been final closed, do the following: – Create a Manual PO Adjustment Encumbrance journal entry – Send an to to have the journal posted P2P = P2P HELPFUL TIPS amp。 TOOLS P2P 63 VII. REPORTING TOOLS 64 Reporting Tools 500 Matching Holds Extract: ? Can be run for large volumes of holds OR by departmental managers to review all holds for people working under them ? Spreadsheet format to slice and dice data ? Review the length of time an invoice has been on hold 501 Matching Holds Report: ? Can be run by any of the parameters or a bination there of [Org, Buyer and/or Fund] ? Useful to run in preparing for “Grant Close Out” ? Should be run by FUND to verify no invoices are on hold before disabling funds. A 000000 fund can only be run in conjunction with an ORG entered in the parameter. ? Useful to run to identify holds related to purchase orders created by an individual that left the department 65 Reporting Tools [Continued] ? The 900 Uninvoiced Receipts report is run to: – View purchase orders that have been receipted but not invoiced in BEN Financials by the supplier – The quantity billed is less than the quantity ordered – Identify any potential accruals over an amount entered in the parameter ? When you run the report, it is suggested to run for any transactions 1,000 [minimum extended value]. – Over the last several years, the University?s policy has been to create accruals if $1K or greater. 900. Uninvoiced Receipts amp。 901. Overinvoiced Receipts Reporting Tools [Continued] ? The 901 Overinvoiced Receipts report is run to: – View purchase orders that have been invoiced for greater than or equal to the quantity ordered on the original purchase order – The quantity billed is greater or equal to the quantity ordered – Uninvoiced receipts on the 901 report do not show on the 900 report and are not part of the yearend accrual process ? When you run the report, it is suggested to run for any transactions 1,000 [minimum extended value] 66 67 Viewing Report Output Steps to review BEN Financials report output: ? Once a report has pleted successfully, click on the “View Output” button. ? Your report will open in browser。 being able to view in the browser – Gives you the ability to scroll up and down to view report details instead of clicking the ?Next? button – Then you can save as a text file and export into Excel P2P = P2P HELPFUL TIPS amp。 TOOLS P2P Viewing Report Output [Continued] ? Documentation on Extracts and Extract retrieval can be found at: cumentation/reportdoc/filt 68 USERS WHO RUN REPORT EXTRACTS IN BEN FINANCIALS: Endusers will now retrieve their extract files by using Secure Share Exchange Service. NOTE: Endusers can no longer retrieve extract files from their home directory on the BEN Financials FTP server (Findata). 69 VIII. ONLINE RESOURCES “Where To Get Help” 70 “Where to L Find helpful information available online BEN Knows The place to browse and search for possible solutions to your BEN Financials and BEN Reports questions. 71 BEN Knows [continued] MENU OPTIONS: BROWSE BY TOPIC VIEW Provides other helpful information: 72 BEN Knows [continued] “Use BEN Knows It?s the easy way to find the answer to your question, the solution to your problem” Indexed by the “problem” ? In addition to using your training materials, calling 6HELP () or searching the BEN Knows website, you can also enter a ticket via BEN Helps Online Support at 73 BEN Knows [continued] 74 “Where to Look” [continued] Financial Training Documentation Managing Invoice Holds Invoice Imaging Quick Reference Guide: Invoice Imaging User Guide (for Purchase Order amp。 CForm): 75 “Where to Look” [continu